Torchora
Back to Home

Key Responsibilities and Required Skills for Fonctions Support (Business & Operations Support)

💰 $65,000 - $95,000

AdministrationOperationsBusiness SupportCoordination

🎯 Role Definition

The Fonctions Support professional is the operational backbone of a team, department, or executive group, ensuring seamless day-to-day activities and enabling leaders and colleagues to focus on strategic objectives. This role is a dynamic blend of administrative mastery, project coordination, and proactive problem-solving. As a central point of contact, you will manage logistical complexities, facilitate communication, and drive organizational efficiency. You are a trusted partner, empowered to anticipate needs, streamline processes, and contribute directly to the organization's success by creating a well-organized and productive environment.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Administrative Assistant or Team Assistant
  • Receptionist or Front Office Coordinator
  • Operations or Project Intern

Advancement To:

  • Senior Executive Assistant or Executive Business Partner
  • Office Manager or Facilities Manager
  • Operations Manager or Chief of Staff

Lateral Moves:

  • Project Coordinator or Junior Project Manager
  • HR Coordinator or People Operations Specialist
  • Sales Operations or Marketing Coordinator

Core Responsibilities

Primary Functions

  • Proactively manage and orchestrate complex and dynamic calendars for multiple senior leaders, requiring seamless coordination across different time zones and extensive communication with internal and external stakeholders.
  • Arrange and coordinate intricate domestic and international travel itineraries, including flights, accommodations, ground transportation, and visa applications, while ensuring compliance with company travel policies and budget.
  • Prepare, proofread, and format a wide range of business correspondence, presentations, and reports with a high degree of accuracy and professionalism, often handling confidential and sensitive information.
  • Plan and execute all logistical aspects of internal and external meetings, conferences, and corporate events, from venue selection and vendor negotiation to agenda creation and post-event follow-up.
  • Act as a gatekeeper and primary point of contact, adeptly screening and prioritizing incoming communications, inquiries, and requests to optimize executive time and efficiency.
  • Process and reconcile expense reports, purchase orders, and invoices in a timely and accurate manner, ensuring adherence to financial procedures and collaborating with the finance department to resolve discrepancies.
  • Manage the end-to-end onboarding and offboarding process for new team members, including coordinating with IT for equipment setup, scheduling introductory meetings, and facilitating a positive integration experience.
  • Maintain and organize critical physical and digital filing systems, including contract databases, compliance documentation, and team resources, ensuring information is secure and easily accessible.
  • Provide dedicated project support by tracking deliverables, monitoring deadlines, preparing project status updates, and maintaining comprehensive project documentation.
  • Serve as a liaison between departments, fostering strong working relationships and ensuring clear communication channels to facilitate cross-functional collaboration and alignment.
  • Manage relationships with external vendors and service providers, including negotiating contracts, monitoring service levels, and ensuring timely payment and resolution of any issues.
  • Oversee office supply inventory, placing orders as needed and ensuring that common areas and meeting rooms are well-stocked, organized, and professionally maintained.
  • Support the creation and maintenance of internal process documentation, playbooks, and standard operating procedures (SOPs) to enhance operational consistency and efficiency.
  • Assist in the preparation of annual budgets by gathering relevant data, tracking departmental expenditures, and generating variance reports for management review.
  • Champion and contribute to a positive team culture by assisting with the planning of team-building activities, morale events, and employee recognition initiatives.
  • Handle highly confidential and sensitive information with the utmost discretion and integrity, maintaining trust and upholding company privacy standards.
  • Conduct preliminary research on assigned topics, summarizing findings and providing concise briefings to support decision-making and strategic planning.
  • Provide technical and logistical support for virtual and hybrid meetings, including managing conferencing platforms (Zoom, Teams), troubleshooting issues, and coordinating presentations.
  • Assist with the management of office facilities, coordinating with building management for maintenance and repairs to ensure a safe and productive work environment.
  • Generate regular and ad-hoc reports on key operational metrics, departmental performance, and project progress using tools like Excel and PowerPoint.
  • Triage and manage IT and facilities-related support tickets for the team, ensuring issues are routed to the correct department and resolved efficiently.

Secondary Functions

  • Support ad-hoc data requests and exploratory data analysis to provide quick insights for business questions.
  • Contribute to the organization's data strategy and roadmap by identifying opportunities for process improvement.
  • Collaborate with business units to translate data needs into engineering requirements and functional specifications.
  • Participate in sprint planning and agile ceremonies within the data engineering and operations teams.
  • Assist with internal communication efforts, including drafting newsletters, announcements, and intranet updates.
  • Support employee engagement programs and initiatives led by HR or local leadership.

Required Skills & Competencies

Hard Skills (Technical)

  • Productivity Suites: Expert-level proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and Google Workspace (Gmail, Calendar, Docs, Sheets).
  • Collaboration Tools: Advanced knowledge of modern collaboration platforms such as Slack, Microsoft Teams, Asana, Trello, or Jira.
  • Expense & Travel Software: Hands-on experience with expense management systems like SAP Concur, Expensify, and online travel booking platforms.
  • CRM/ERP Systems: Familiarity with Customer Relationship Management (e.g., Salesforce) or Enterprise Resource Planning (e.g., SAP, Oracle) systems is a strong plus.
  • Data Management: Strong capability in data entry, basic data analysis, and creating insightful reports and visualizations in Excel or similar tools.
  • Virtual Meeting Technology: Mastery of virtual conferencing platforms like Zoom, Webex, and Google Meet, including advanced features for hosting large events.

Soft Skills

  • Exceptional Organization & Time Management: The ability to multitask, prioritize conflicting demands, and manage deadlines flawlessly in a fast-paced environment.
  • Proactive & Resourceful: A forward-thinking mindset with the initiative to anticipate needs, identify potential problems, and independently find solutions.
  • Impeccable Communication: Superior verbal and written communication skills, with the ability to interact professionally and effectively with individuals at all levels.
  • High Attention to Detail: A commitment to accuracy and excellence, ensuring all work products are polished, precise, and error-free.
  • Discretion & Confidentiality: Proven ability to handle sensitive business and personal information with the highest level of integrity and confidentiality.
  • Adaptability & Flexibility: A positive and resilient attitude, with the ability to pivot quickly and thrive in an ever-changing work environment.
  • Strong Interpersonal Skills: A collaborative and service-oriented approach, focused on building strong, trusted relationships with colleagues and stakeholders.

Education & Experience

Educational Background

Minimum Education:

  • Associate's Degree or equivalent professional certification.

Preferred Education:

  • Bachelor’s Degree.

Relevant Fields of Study:

  • Business Administration
  • Communications
  • Management
  • Hospitality

Experience Requirements

Typical Experience Range: 3-7 years of progressive experience in an administrative, executive support, or operations role.

Preferred: Demonstrable experience supporting senior-level executives or large, dynamic teams within a technology, finance, or professional services environment. Proven track record of managing complex projects and events.

Explore More Careers